Registering Administrators Before Using the Machine
Administrators refers to special users who have the authority to manage various information and settings of the machine. To use the machine safely, register the administrators and allow only the administrators to configure the important settings such as registering users and the security settings.
Overview of the Administrator Privileges
For each function, there are four types of administrator privileges. You can assign all four privileges to one person, or assign a specific privilege to another person.
Types of the administrator privileges
User Management: Manages information registered in the Address Book. You can add users to the Address Book and change the registered information.
Machine Management: Mainly manages the settings of the devices. You can configure the settings so that the settings for each function can be changed only by the administrator.
Network Management: Manages the settings for connecting to the network.
File Management: Manages the permission to access the stored files. You can specify the settings so that only the registered users or permitted users can view or edit the files stored in the machine.
Sharing the administrator tasks facilitates each administrator's tasks and at the same time prevents unauthorized operations by administrators.
Workflow to register the administrator
Activating the Administrator Authentication.
Activate the Administrator Authentication function of the machine from [Settings].
Logging in to the Machine as the Administrator
Enter the login user name and login password of the administrator to log in to the machine.
Registering or changing the administrator
Assign the privileges to each administrator. You can register up to four administrators.
The administrators are distinguished from the users registered in the Address Book. A Login User Name registered in the Address Book cannot be used as an administrator.
The supervisor has the privilege to manage the administrators. When the administrator is changed, the supervisor can reset the login password. There is only one supervisor.
Activating the Administrator Authentication (Settings Screen Type: Standard)
An administrator can manage the machine by activating the management function. Select whether to activate the management function according to the range of information to manage, and then specify the allowable range of settings by users.
On the Home screen, press [Settings].
On the Settings screen, press [System Settings].
Press [Settings for Administrator]
[Authentication/Charge][Administrator Authentication/User Authentication/App Auth.][Administrator Authentication Management].
For each administrator privilege to activate Administrator Authentication, select [On] from the list.
User Management: To manage the information registered in the Address Book, select [On].
Machine Management: To configure the settings so that the initial settings for each function can be changed only by the administrator, select [On]
Network Management: To manage the network settings, select [On].
File Management: To manage the files stored in the machine, select [On].
From Available Settings, select the items subject to management.
The selected items cannot be changed by users.
User Management
Administrator Tools: Mainly restrict the settings for the Address Book.
Machine Management
Press [Not Selected] next to Available Settings, select the items subject to management on the Available Settings screen, and then press [OK].
General Features: Restrict the settings for the control panel and paper output tray.
Tray Paper Settings: Restrict the settings for the size and type of the paper set in the paper tray.
Timer Settings: Restrict the settings for the time and processing hours.
Interface Settings: Restrict the settings related to the network.
File Transfer: Restrict the settings related to the e-mail send and receive functions.
Administrator Tools: Mainly restrict the settings related to the machine.
Maintenance: Restrict the settings for print correction.
Network Management
Interface Settings: Restrict the settings related to the network.
File Transfer: Restrict the settings related to the e-mail send and receive functions.
Administrator Tools: Mainly restrict the settings related to the network and security.
File Management
Administrator Tools: Restrict the settings for the File Protection and Document Server functions.
Press [OK].
Press [Home] (
).
Logging in to the Machine as the Administrator (Settings Screen Type: Standard)
Log in on the control panel as an administrator.
To log in to the machine for the first time, login as Administrator 1 using either of the following login user names and passwords.
the default login user name and password (Refer to the provided guide for the Login User Name and Login Password.)
the login user name and password that you changed in [Basic Settings When Installing] when you started the machine for the first time
On the Home screen, press [Login].
Enter the Login User Name and Login Password of the administrator.
When you log in, the user icon is displayed at the upper left on the screen.
To register or change an administrator other than yourself, follow the procedures described in Adding Administrators or Changing the Privileges (Settings Screen Type: Standard).
After completing machine operations, press [Logout].
If you log in using administrator privileges, the name of the administrator logging in appears. When you log in with a user name that has multiple administrator privileges, one of the administrator privileges associated with that name is displayed.
If you try to log in from an operating screen, “You do not have the privileges to use this function. You can only change setting(s) as an administrator.” appears.
Adding Administrators or Changing the Privileges (Settings Screen Type: Standard)
You can register up to four administrators. All four registered personnel can have all administrator privileges. To reduce the administrator's load, the four registered personnel can share the administrator privileges.
Discuss the number of users to add and privileges to give in advance, decide the Login User Name and Login Password for Administrator 2 to Administrator 4, and configure the settings.
Do not forget the Login User Name and Login Password of the administrators added.
An administrator cannot change the login user names and passwords for other administrators.
Log in to the machine as an administrator on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [System Settings].
Press [Settings for Administrator][Authentication/Charge][Administrator Authentication/User Authentication/App Auth.][Register/Change Administrator][Set Administrator Login User Name/Login Password].
Press the desired administrator ([Administrator 1] to [Administrator 4]).
Specify the login user name and login password, and then press [OK].
When you manage the machine with software supporting SNMPv3 such as Device Manager NX, you have to specify the password to encrypt communication.
After completing the settings for each administrator, press [Close], and then press [Set Administrator Privileges].
Select an administrator to assign for the administrator privileges, and then press [OK].
Assign the privileges of User Administrator, Machine Administrator, Network Administrator, or File Administrator to [Administrator 1] to [Administrator 4].
By default, all privileges are assigned to the login administrator (Administrator 1).
Administrator privileges assigned to a person can be shared with another person.
Press [OK].
When settings are complete, the machine logs you out automatically.
Take note of the Login User Name and Login Password specified for the other administrators and inform them to the administrator.
Notes when specifying the login user name and password
The following characters can be used for login user names and passwords. Names and passwords are case-sensitive.
Upper case letters: A to Z (26 characters)
Lower case letters: a to z (26 characters)
Numbers: 0 to 9 (10 characters)
Symbols: (space) ! " # $ % & ' ( ) * + , - . / : ; < = > ? @ [ \ ] ^ _` { | } ~ (33 characters)
Login user name/ password | Explanation |
|---|---|
Login user name |
|
Login password |
|
Changing the Supervisor (Settings Screen Type: Standard)
This section describes how to change the supervisor's login user name and password.
To do this, you must enable the user administrator's privileges through the settings under "Administrator Authentication Management".
Adding Administrators or Changing the Privileges (Settings Screen Type: Standard)
Log in to the machine as the supervisor on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [System Settings].
Press [Authentication/Charge][Administrator Authentication/User Authentication/App Auth.][Register/Change Administrator][Set Administrator Login User Name/Login Password].
Press [Supervisor].
Enter the login user name for Login User Name, and then press [Done].
Press [Change] next to Login Password.
Enter the login password for New Password, and then press [Done].
Enter the login password for Confirm New Password again, and then press [Done].
Press [OK] twice.
Press [Close].
Press [OK].
When settings are complete, the machine logs you out automatically.
Changing the Password of an Administrator (Settings Screen Type: Standard)
Only the supervisor has the privilege to change the password of the administrator. If an administrator forgets the password or wants to change the password, the supervisor must reset the password.
Refer to the provided guide for the Login User Name and Login Password of the supervisor.
Do not forget the Login User Name and Login Password of the supervisor. If you forget these, you have to restore the factory default settings, which will result in loss of data.
Log in to the machine as the supervisor on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [System Settings].
Press [Authentication/Charge][Administrator Authentication/User Authentication/App Auth.][Register/Change Administrator][Set Administrator Login User Name/Login Password].
Press the desired administrator ([Administrator 1] to [Administrator 4]).
Press [Change] next to Login Password.
Enter the login password for New Password, and then press [Done].
Enter the login password for Confirm New Password again, and then press [Done].
Press [OK] twice.
Press [Close].
Press [OK].
When settings are complete, the machine logs you out automatically.
Activating the Administrator Authentication (Settings Screen Type: Classic)
An administrator can manage the machine by activating the management function under [Administrator Authentication Management]. Select whether to activate the management function according to the range of information to manage, and then specify the allowable range of settings by users.
On the Home screen, press [Settings].
On the Settings screen, press [Machine Features Settings].
Press [System Settings][Administrator Tools] tab [Administrator Authentication Management] to display the setting screen for the administrator privilege.
Select the Administrator Privilege to activate administrator authentication, and then press [On].
User Management: To manage the information registered in the Address Book, select [On].
Machine Management: To configure the settings so that the settings for each function can be changed only by the administrator, select [On]
Network Management: To manage the network settings, select [On].
File Management: To manage the files stored in the machine, select [On].
Select the items to manage for each administrator privilege from "Available Settings".
The selected items cannot be changed by users.
User Management
Administrator Tools: Mainly restrict the settings for the Address Book.
Machine Management
General Features: Restrict the settings for the control panel and paper output tray.
Tray Paper Settings: Restrict the settings for the size and type of the paper set in the paper tray.
Timer Settings: Restrict the settings for the time and processing hours.
Interface Settings: Restrict the settings related to the network.
File Transfer: Restrict the settings related to the e-mail send and receive functions.
Administrator Tools: Mainly restrict the settings related to the machine.
Maintenance: Restrict the settings for print correction.
Network Management
Interface Settings: Restrict the settings related to the network.
File Transfer: Restrict the settings related to the e-mail send and receive functions.
Administrator Tools: Mainly restrict the settings related to the network and security.
File Management
Administrator Tools: Restrict the settings for the File Protection and Document Server functions.
Press [OK].
Press [Home] ().
Logging in to the Machine as the Administrator (Settings Screen Type: Classic)
Log in from [Machine Features Settings] on the control panel as an administrator.
To log in to the machine for the first time, login as Administrator 1 using either of the following login user names and passwords.
the default login user name and password (Refer to the provided guide for the Login User Name and Login Password.)
the login user name and password that you changed in [Basic Settings When Installing] when you started the machine for the first time
On the Home screen, press [Settings].
On the Settings screen, press [Machine Features Settings].
Press [Login].
Enter the Login User Name and Login Password of the administrator.
When you log in, the user icon is displayed at the upper left on the screen. When you press the icon, the Login User Name is displayed.
To register or change an administrator other than yourself, follow the procedures described in Adding Administrators or Changing the Privileges (Settings Screen Type: Classic).
After completing machine operations, press [Logout].
If you log in using administrator privileges, the name of the administrator logging in appears. When you log in with a user name that has multiple administrator privileges, one of the administrator privileges associated with that name is displayed.
If you try to log in from an operating screen, “You do not have the privileges to use this function. You can only change setting(s) as an administrator.” appears.
Adding Administrators or Changing the Privileges (Settings Screen Type: Classic)
You can register up to four administrators. All four registered personnel can have all administrator privileges. To reduce the administrator's load, the four registered personnel can share the administrator privileges.
Discuss the number of users to add and privileges to give in advance, decide the Login User Name and Login Password for Administrator 2 to Administrator 4, and configure the settings.
Do not forget the Login User Name and Login Password of the administrators added.
An administrator cannot change the login user names and passwords for other administrators.
Log in to the machine as an administrator on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [Machine Features Settings].
Press [System Settings][Administrator Tools] tab [Program / Change Administrator] to display the setting screen for the administrator.
Specify an administrator to assign for the administrator privileges.
Assign the privileges of "User Administrator", "Machine Administrator", "Network Administrator", or "File Administrator" to [Administrator 1] to [Administrator 4].
By default, all privileges are assigned to the login administrator (Administrator 1).
Administrator privileges assigned to a person can be shared with another person.
Press [Change] of Administrator 1 to Administrator 4 to specify the Login User Name and Login Password.
When you manage the machine with software supporting SNMPv3 such as Device Manager NX, you have to specify the password to encrypt communication.
Press [OK].
When settings are complete, the machine logs you out automatically.
Take note of the Login User Name and Login Password specified for the other administrators and inform them to the administrator.
Notes when specifying the login user name and password
The following characters can be used for login user names and passwords. Names and passwords are case-sensitive.
Upper case letters: A to Z (26 characters)
Lower case letters: a to z (26 characters)
Numbers: 0 to 9 (10 characters)
Symbols: (space) ! " # $ % & ' ( ) * + , - . / : ; < = > ? @ [ \ ] ^ _` { | } ~ (33 characters)
Login user name/ password | Explanation |
|---|---|
Login user name |
|
Login password |
|
Changing the Supervisor (Settings Screen Type: Classic)
This section describes how to change the supervisor's login user name and password.
To do this, you must enable the user administrator's privileges through the settings under "Administrator Authentication Management".
Adding Administrators or Changing the Privileges (Settings Screen Type: Classic)
Log in to the machine as the supervisor on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [Machine Features Settings].
Press [System Settings][Administrator Tools] tab [Program / Change Administrator] to display the setting screen for the administrator.
Under "Supervisor", press [Change].
Press [Change] for "Login User Name".
Enter the login user name, and then press [OK].
Press [Change] for "Login Password".
Enter the login password, and then press [OK].
Enter the login password for confirmation again, and then press [OK].
Press [OK] twice.
When settings are complete, the machine logs you out automatically.
Changing the Password of an Administrator (Settings Screen Type: Classic)
Only the supervisor has the privilege to change the password of the administrator. If an administrator forgets the password or wants to change the password, the supervisor must reset the password.
Refer to the provided guide for the Login User Name and Login Password of the supervisor.
Do not forget the Login User Name and Login Password of the supervisor. If you forget these, you have to restore the factory default settings, which will result in loss of data.
Log in to the machine as the supervisor on the control panel.
On the Home screen, press [Settings].
On the Settings screen, press [Machine Features Settings].
Press [System Settings][Administrator Tools] tab [Program / Change Administrator] to display the setting screen for the administrator.
Press [Change] of the target administrator, and specify the Login Password.
Adding Administrators or Changing the Privileges (Settings Screen Type: Classic)
Press [OK].
When settings are complete, the machine logs you out automatically.